The United Nations World Food Programme (WFP) in Mozambique wishes to recruit qualified and experienced Mozambican nationals for the role of Senior Logistics Assistant (Invoicing and LTSH), to be based in Maputo.
Duties
Under the direct supervision of the National Logistics Officer, the Senior Logistics Assistant will be responsible for the following duties:
- Assist managing the LTSH (Landside Transport, Storage and Handling) Unit’s activities and supporting staff
- Prepare timely and accurate invoice analysis including CDR and supporting documentation verification- Inland transport, OL transport, Storage, Handling, Superintendence, Fumigation
- Invoice payment creating SES (Service Entry Sheets)/GRN (Good Receipt Notes) and 0 level release
- Recognize data discrepancies and bring to the attention of supervisor
- Reconciliation of Service Provider invoices against Finance payment advises and e-banking report
- Prepare invoices for service provision and follow up on the respective financial settlement
- Ensure invoices under staff member’s responsibility are accurately reported in the invoice tracking database
- PO and GR/IR validation and closure of completed/invalid POs
- Ensure accurate and timely recording of the periodic (monthly) expenditures in accordance with IPSAS requirements
- Responding to service providers queries
- Invoices not yet submitted versus GRNS, for all Logistics services under the responsibility of the staff member
- Quality and Quantity control (Q&Q) / PO & GRN reconciliation
- LTI (Inland & OL), Storage, Handling, Fumigation, Superintendence / PO & GRN reconciliation
- Ensure funds available for allocation and maintenance of FR to expenditure
- Prepare monthly OL forecasts and reconciliation of OL funds received, consumed and stocks on hand
- Ensure expenditure is allocated to correct funding and within budget; funds available before expenditure incurred and call forward where necessary; as well as the project closures as per guidelines
- Prepare and/or supports the Logistics Department budgets and reviews as required (LTSH Matrices)
- Prepare quotes for logistics services (SLA, FPF); periodic allocation of shared costs between LTSH and DSC; and periodic allocation of shared costs to respective OL countries (JVs)
- Perform allocation of cost between the various cost centers, internal and external
- Ensure services accrued in accordance with IPSAS; and follow up: of invoices not yet submitted for services rendered, versus GRNS; of vessel Arrival (C&F) / PO & GRN reconciliation; and commitments effected as appropriate
- Other duties as delegated by supervisor
Prepare monthly fund management reports:
- Expenditure versus income and tonnage
- Matrix LTSH rate versus actual LTSH rate Monthly cash forecast Reconcile forecast versus expenditure
Requisites
Education
- A 3-year post secondary school diploma in administration, management, accounting or finance
- University Degree in Accounting, Finance, Statistics, Mathematics or related fields would be an asset
Experience
- At least 2 years of practical commercial/professional experience in the fields of finance, accounting, budget, audit including transportation and ancillary sectors: port operations, shipping, clearing and forwarding, air operations, large scale road/rail transport and distribution management
- Familiarity with LTSH work (Budgeting and Fund management and transport)
- Experience with computers, including good proficiency of SAP/WINGS, MS Word, MS Excel, MS PowerPoint and other standard software packages and systems
- General knowledge of rules, regulations and procedures governing procurement administration
Language
- Fluency in English and Portuguese is required
Essential Skills
- Sound judgment
- Ability to extract, interpret, analyze and format data and to resolve operational problems
- Ability to work with minimum of supervision
- Supervise and train support staff
- Work effectively with people of different national and cultural backgrounds
- Ability to work with accuracy under time constraints and pressure
- Deal patiently and tactfully with staff members and others and to have a high sense of confidentiality, initiative and good judgment
Notes
- WFP regrets its inability to respond individually to each applicant. Only shortlisted and recommended candidates will be contacted
- WFP will not return submitted documents. Applicants are therefore advised to submit only copies of requested documents
How to Apply
1. Documentation
- Letter of application
- Detailed and updated CV
- Copies of university or college certificates
- Copy of the identification card
- Three references with their names, title and contact details (physical address, email address and cell number)
2. Application
- Submit your Documentation in a sealed envelope marked "Confidential" with the Vacancy Number "10/2014" to the following address: WFP Representative and Country Director - World Food Programme - 1302, Zimbabwe Avenue - Maputo